General Line Items Flag

Use General Line Item Flags ?

Introduction.

A functionality has been added to QuickTrav to enable all invoice transactions to be flagged with up to

three different general user definable flags. The intention is to allow agencies to monitor up to three

different custom items on each invoice (a custom item can be anything you want it to be).

Examples:

Agencies that issue non Iata tickets might use one of these flags to record whether a ticket is an Iata ticket or a Non Iata ticket.
Agencies could use one of these flags to record whether they are the credit card merchant to any transaction to be able to monitor / check the cost of merchant fees.

Implementation.

The use of each of the flags m ust be switched on and the flag must be defined in the Branch setup

under “Line Items”. Once switched on, tables of validation codes/description pairs are added to the

system. All invoice line items, done manually or automatically, must have the relevant flag codes

specified. Management can then use the invoicing queries modules to report on /analyse transactions

by the various flags.

Usage.

Switching on.

Ensure that the is ticked.

Set up each flag individually. Start with flag 1. You can only use flag 2 if flag 1 is turned on and similarly

you can only use flag 3 if flag 2 is turned on.

For purposes of this document we will use flag 1 only.

Flag Status	Not active – (set as default). Optional – At the users discretion whether it should be entered or not. Forced – Compulsory on every invoice/credit note based on the applicable sources.
Doc Types	All – This will automatically apply to all document types (Invoices and Credit Notes) Invoices – Limited to Invoices only Credit Notes – Limited to Credit Notes only.
Short Name	Enter a meaningful detailed and short description of the flag.
Description (menus)	Enter a short description (used in the column headers when capturing a manual invoice).
Applicable Sources	Enter the source codes of the transaction types on the invoice that the flag must apply to. Remember the following standard QuickTrav transaction sources apply : Tickets, Land arrangements, Adms, Acms, Refund notices, General charges, General Credits, Service Fees. You may select which types of transactions the flag should apply to and the flag will only be prompted for these types of transactions. When dealing with tickets, you would typically specify sources tickets, Adms, Acms & Refund notices. If unsure, specify all sources. Selecting the columns to be included in the query results Columns to be included will have a green dot and those to be excluded will have a red dot . 1.1 Use the “Del” key to toggle, or 1.2. Double Click on the column to access its properties and toggle between Included and Excluded.

Repeat the above for flag 2 and flag 3 if required. We suggest using only one flag initially, until you fully

understand how it works.

When finished, click on the button to save the changes and return to the main branch menu.

Setting up the Flag 1 validation table .

Select Setup, General Flags,

The table of a flag 1 (=ticket type in our example) codes will open as follows.

/	Creates a new General Flag 1 : Enter the required Code / Description pairs to suite your requirements, then press to return to the General Flag 1 Register when done
/	Opens an existing General Flag 1.
/	Deletes an existing General Flag 1.
/	Searches for a specific General Flag 1.
/	Closes the General Flag 1 Register.

Invoicing.

Manual invoices / credit notes.

You must now specify a flag 1 (=ticket type in our example) code for every line item on an invoice or credit note.
This applies mainly to air tickets and land arrangements but also applies to any other type of line item that was defined as requiring this flag.
When entering a manual ticket (and other relevant line invoice items), a new tab must be specified as follows:

This flag code maybe compulsory dependant on the status of the setup of the General Flag and works like all other codes in QuickTrav and can be looked up by entering a blank value.

Automatic invoices.

QuickTrav automatic invoices are normally for tickets only. However you can add land arrangements and service fees to automated ticket invoices.
General flags, if used must be specified for all ticket, land and service fee items on the automatic invoice.
A new DI.FT accounting information code has been added to allow you to specify the relevant flag codes on an automated invoice. This is the G= code.
Use the G= code as follows:
G=<Flag1>or if you are also using flag 2 and flag 3 G=<Flag1/Flag2/Flag3
This applies the relevant flag code(s) to all line items (tickets, land and service fees) on the invoice (this is the easiest and most common way).e.g. G=I i.e. flag 1 code is I and will be applied to all items on the automatic invoice.
e.g. G=I / 001 / Abc i.e. flag 1 code is I, flag 2 code is 001 and flag 3 code is Abc and these will be applied to all items on the automatic invoice.
For advanced users only.
It is possible to specify different flags for air, land and service fee items on an invoice if this is required, as follows:
Use the G= code as follows:
If you are only using Flag 1.
G=A.<Flag 1 air code,L.<Flag 1 land code>,S.<Flag 1 service fee Code>
This applies the flag 1 code that follows A. to all AIR line items, the flag 1 code that follows the L. reason to all LAND line items and the flag 1 code that follows the S. reason to all SERVICE FEE line items on the invoice.
e.g. G=A.001 / L.002 / S.003 i.e. flag 1 code 001 will be applied to all air tickets items on the automatic invoice, flag 1 code 002 will be applied to all land arrangements, and the code 003 will be applied to all service fees on the automatic invoice.

If you are using Flag 1 and Flag2 and Flag 3.G=A.<Flag 1 air code,L.<Flag 1 land code>,S.<Flag 1 service fee Code> / A.<Flag 2 air code,L.<Flag 2 land code>,S.<Flag 2 service fee Code> / A.<Flag 3 air code,L.<Flag 3 land code>,S.<Flag 3 service fee Code>
It is obvious from the above that it is much simpler to specify one flag 1 (and Flags 2/Flag 3 if applicable) per automatic invoice.

Note that when automatic service fees per a fee rule (if you are using this feature) are added to a manual or automatic invoice, the above is not applicable. The relevant flags are determined by the service fee rules table.Reporting on Flag1, Flag 2 and Flag3 codes.
Select [Enquiries] from the main menu, then to run reports/ enquiries on the general flags.
New grouping and sorting options for sorting and grouping by flag 1, Flag2 (if used) and Flag 3 (if used) code / name have been added to the Quick Reporter, per below:

Use the options in the normal way to analyse your sales by the various flag codes.

Note re automatic service fees.

If you are using automatic service fees, the system has to know what flags to apply when adding automatic service fees to manual and automated invoice
To facilitate this, the table of automatic service fees prompts for a default flag to use when applying service fees. This is requested in each rule set as follows:

Note that at present the default flag cannot be overridden.